Recreatex documentation

The standard POS window layouts (with or without keyboard) consist of two windows:

Overview selection screen

If you have selected the desired cashier (= employee) and the desired POS menu, the selection screen will be opened.

The most important part of the selection screen is without doubt the articles overview:

These buttons allow to select an article but can also link to another article overview. The last mentioned buttons are also called "submenu buttons" and can be found in the example above in the far right column.

Tip

It is possible to link images to articles (see manual 'GENERAL - Articles'Articles) and to determine on point of sale level if these article images have to be used in the POS module or not (see Salesmanual 'GENERAL - Sales'). For example:

In addition to the article overview, the selection screen also contains numerous buttons and information.

At the top of the window you will find the following buttons.

	Close down POS.
	The point of sale The selected cashier The selected POS menu
	Find sales customer.
	The sales customer.
	Extra POS functions.
	Return to the main menu of the selection screen.
	Return to the previous level of the selection screen.
	Register a table sale (catering) or booking.
	Continue to the payment screen to pay for the chosen articles or to settle outstanding balances of the customer.

On the left, you will find the list of articles already selected completed by the total number of selected articles and the total amount to be paid:

On top of the list of selected articles, you will find some specific buttons:

	Select the previous sales line.
	Move the currently marked sales line one line up (sort).
	Call up previous POS sales.
	Move the currently marked sales line one line down (sort).
	Select the next sales line.

The list of articles already chosen is further completed by a numerical keyboard allowing you to specify the number of units/pieces before hitting the desired article:

At the bottom, you will also find an overview (also buttons) of the current number of visitors and visitors today.

	This is the number of visitors still present in the access zone. See also Extra POS functions > Visitors overview.
	This is the total number of visitors of the current day. See also Extra POS functions > Visitors overview.

Tip

If you wish so, a setting on point of sale level allows you to switch off the visualisation of the visitor numbers (for example if you work without access control). Switching off this visualisation (and the underlying calculations) may cause the POS system to work faster.

Between the window of selected articles and the articles that can be sold:

	Register a table sale (catering) and keep the same cashier. This button is only available if you work with a sales zone/table plan.
	Enter/modify the number of articles to be sold and/or modify the obligatory description.
	Enter/modify the number of visitors/participants.
	Enter/modify the number of hours (in case of rental).
	Enter/modify article price.
	Delete one sales line.
	Delete all sales lines.
	Discount per sales line (= article).
	Modify +/- sign in function of a refund registration.

Warning

Not all buttons are always active. Only if a function can effectively be applied and if, dependent on certain settings, the function is allowed for the selected article, you will be able to use the button in question.

Overview payment screen

In order to settle chosen articles or open balances, you have to click on in the selection screen. The payment screen will appear, for example:

The following buttons can be found on the top of this window:

	Return to the selection screen.
	Find sales customer.
	Register the sale.

On the left you can see the list of outstanding payments:

In the section To be paid you can see the payment you want to make:

In the section Payments you can indicate by means of what payment method the payment will be made:

In the section Open balance you can see which amount still has to be settled:

In the section To be returned you can choose how you want to return the money, if required.

On the right, you will find the buttons with the available payment methods.

Note

As is the case for articles, it is also possible to link an image to a payment method. If an image is linked to a payment method, it will appear in the overview of payment methods, for example:

Between the window with payment methods and the payment window:

	One payment line up.
	Delete one payment line.
	Delete all payment lines.
	Discount on the entire amount (global discount).
	One payment line down.

If you have selected the desired cashier (= employee) and the desired POS menu, the POS window will appear and, as opposed to the standard layout with keyboard, this POS layout does not have a numerical keyboard.

Except for the functions of the numerical keyboard, this POS layout offers the exact same functions as the standard layout with keyboard. (see 'Layout POS menu' > 'Standard (with keyboard)')

If you have selected the desired cashier (= employee) and the desired POS menu, the POS window will appear. As opposed to the standard layout with keyboard, the simplified POS layout only has one window which contains the essential functions of both the selection screen and the payment screen.

Modern POS layout gives you the flexibility to tailor the POS screen specifically to your needs.

To access the Modern POS layout options, go Sales admin > Settings > Points of sale and open the detail of your point of sale. Under the tab Various select Modern from the drop-down list of the setting Layout POS menu.

Then click the button Design layout to open the Cash desk layout designer.

Modern layout panels

Sale screen layout

These panels are specific to the sale screen design.

Payment screen layout

These panels are specific to the payment screen design.

Common panels

These panels can be added to both, the payment and sale screen.

• Basket timer (1)

  Add this element to your POS screen to visualize the timer count-down before the cash register screen closes automatically or the basket is cleared.

  To configure the basket timer to close the cash register automatically, see Close cash register automatically after x seconds.

The separate sale is the most simple and direct form of a sale and implies nothing more than selling and paying for one or several articles.

Select the articles to be sold in the selection screen and each time you select an article, the article will be added to the list of chosen articles on the left. The various buttons allow to modify a selected article. For example: increase the quantity, allow a discount, modify +/- sign, …

Articles can also be indicated/selected by scanning the barcode or by entering the linked PLU code followed by +.

Click on in the upper right-hand corner or press <Enter> on the keyboard to go to the payment screen.

In the payment screen you can select the desired payment method(s) (it is possible to split up the amount over several payment methods) and click on in the upper right-hand corner or press <Enter>. The sale will be registered and a receipt will be printed.

It is possible to define on article level that the price group has to be asked for if the article is sold at the cash register.

If you select such an article, an overview will appear with the article groups linked to the article.

Once you have selected the desired price group, the article is added to the list of chosen articles.

If you sell articles at the cash register, you can allow two types of discounts: article discount and global discount. A discount is always entered as a percentage of the article price or of the entire sale.

Article discount

In case of an article discount, the discount entered is always applied to the currently selected article line. In order to allow a discount on the currently selected article line, you have to click on .

     

Standard POS layout vs. simplified POS layout

Next, the desired discount percentage can be entered.

If you have entered the discount percentage, you have to click on the big OK button and the discount will be applied to the selected article line.

Note

It is possible to define on point of sale level that a description (reason) has to be given if a discount is allowed on an article, for example:

This obligatory description is saved as a remark to the sale (in function of logging/history).

Global discount

As opposed to an article discount discussed in the previous topic, a global discount is always applied to the entire sale and not to the selected article line.

In order to allow a global discount in the standard POS layout, you have to click on in the payment screen and enter the desired percentage:

In order to allow a global discount in the simplified POS layout, you have to click on and enter the desired percentage.

If you have filled in the discount percentage, you have to click on the big OK button and the discount will be applied to the entire sale.

If you select an article with options in the selection screen, the following window will appear in which you can select the desired option, for example:

After selecting the desired option, the selection screen will reappear and you will notice that the chosen option(s) for the article are shown below the article and (if required) charged.

Registering a sale with options is done in the exact same way as described under Separate sale.

If you choose an article in the selection screen that requires an obligatory description, the following window will appear:

After filling in the obligatory description, you will notice that an asterisk is depicted next to the chosen article.

The obligatory description you have filled in can be modified if required by clicking on after which you have to confirm the quantity before the window Modify sales description will reappear.

Registering a sale with obligatory description is done in the exact same way as described under Separate sale.

After selecting the desired article, for which a sales customer is obligatory, the following message will appear:

Once you have confirmed by clicking on , and dependent on the employee parameters (see manual 'GENERAL - Employees'Employees), either a complete customer overview will be shown, either a simplified customer screen, allowing you to select the correct customer.

Simplified customer screen

Different actions are possible in the simplified customer screen:

• Find customer

• Create new customer

• Consult customer details

Find customer

If the simplified customer selection screen opens, the tab Find address appears by default. This tab allows you to search for the desired customer on the basis of some criteria. Moreover, it is possible to search for a customer on the basis of eID (license Integration with eID-reader required).

If you have filled in the data, press and the tab Search results will appear showing all the results that meet your search criteria and allowing you to select the desired customer.

New customer

If the simplified customer selection screen opens, there is a button at the top of the window that allows you to create a new customer. After pressing the button New customer, the tab Modify address appears with the defined fields (see manual 'GENERAL - Customers'Customers).

It is also possible to link an existing image (or picture) to the new customer or to take a new picture and link it using the available webcam (licence Integration with webcam required).

If you have filled in all (obligatory) data or imported them with eID (licence Integration with eID-reader required), you can save the customer by clicking on the button Save customer.

Warning

If you create a customer that already exists in the system, the following message will appear:

If you click onOK, the new customer will be created anyway (double customers), if you click on Cancel, the customer that is already in the system will be called up.

Customer details

If you have selected a customer in the simplified customer selection screen, you can call up the details by clicking on the button Cust. details.

An overview of the details of the selected customer will appear in which you can make modifications if required.

Under the tab Membership you will find an overview of all cards and membership of the chosen customer.

In case of a sale on credit, the amount of the current sale is linked to a card with which the customer can pay the amount due later at the cash register.

Select the articles to be sold in the selection screen following the actions described for a separate sale. Click on in the upper right-hand corner or press <Enter> to continue to the payment screen, choose a payment method with credit processing (see manual 'GENERAL - Management'Management) and click on in the upper right-hand corner or press <Enter>.

After finishing the financial part, a card still has to be scanned to which the credit will be linked. For this purpose, the window POS: pay by credit card below will appear after clicking on or pressing <Enter>.

After scanning the credit card, the card number in question and the status of earlier articles sold on credit will appear.

Finally, you can confirm the transaction by clicking on or pressing <Enter>.

Note

Instead of scanning the card, it is also possible to select the card by filling in the card number and hitting the <Tab> key.

Settle a sale on credit

Sales on credit can also be settled using the POS module.

Warning

• Paying sales on credit is IMPOSSIBLE with the simplified POS screen.

• The possibility to pay for outstanding credit has to be set up on point of sale level.

In order to settle outstanding credit, you immediately have to click on in the upper right-hand corner of the selection screen or press <Enter> to continue to the payment screen.

Click on the tab Credit in the payment screen:

Under the tab Credit you have to fill in the credit card number (or scan the card) you want to settle, after which the outstanding credit will appear in the form of an article list:

Next, you can reselect the tab Payments.

Select the desired payment method (it is possible to split up the amount over several payment methods) and click on or press <Enter> to register the sale.

A registered POS sale can be searched for in two different ways.

It is also possible to fill in the sales number by clicking on .

In order to print a copy ticket of a certain POS sale, you first have to search for the desired sale and then click on .

Note

If it has been defined for one or several of the articles that a kitchen or bar ticket also has to printed, the system will ask you if you want to print these tickets as well while printing a copy ticket.

In order to modify the payment method of a certain POS sale, you first have to search for the desired sale and then click on .

The current payment method is marked in the window below and, if required, you can select another payment method.

It is advised to first delete the current (automatically marked) payment method(s) by clicking on before selecting the new payment method(s). As is the case for a regular sale, it is also possible to split up the amount in question over several payment methods.

If you have modified the payment method, you have to click on to confirm.

A cash paid invoice is in fact a payment certificate in the form of an invoice, as opposed to a normal invoice that is usually sent later to the customer and still has to be paid.

In order to make a cash paid invoice of a sale, you first have to search for the desired sale and then click on .

If the registered sale has not yet been linked to a customer, the system will ask you to do so in function of the cash paid invoice with the following message:

Finally, you have to confirm the question below to start the creation of the cash paid invoice.

Registering a correction or refund involves recording a “negative” sale to cancel a previously registered sale. This is necessary when a sale is recorded by mistake or when a customer returns an item for a refund.

To correct or refund finalized sales, you have the following options:

1. Ensure the cashier has the authorization to work with negative article quantities and process negative sales total.

   General > Basic data > Employees > Employees > open employee card > tab Cashier data > Authorisation > POS > activate settings:

   • May sell articles with a negative quantity

   • May sell with a negative total

   Ensure the cashier has the authorisation to refund sales.

   General > Basic data > Employees > Employees > open employee card > tab Cashier data > Authorisation > POS > select an option for the setting:

   • May refund sales: Total refund, Partial refund or Total refund without modifications

2. On your cash register screen go to the Sales overview and look up the relevant sale (1). Then click the Cancel sale button (2) and confirm (3).

   Depending on the type of refund, the flow may differ.

   • Total refund

     

     

     If configured, enter the mandatory extra description (4) and confirm. This description is applied automatically to each sales line.

     All articles from the original sale are added to the basket with a negative quantity and an asterisk is displayed next to each article to indicate the extra description (1).

     

     This refund option allows additional basket modifications (2): change the quantity, remove and add new articles, and give discounts.

   • Partial refund

     

     

     If configured, enter the mandatory extra description (3) and confirm. This description is applied automatically to each sales line.

     Next, choose which articles and quantities you want to refund: deselect the articles you wish to exclude from the refund and adjust the quantity (if needed) of the articles that need to be refunded. Confirm your selection (4,5).

     Only the articles and quantities to be cancelled are added to the basket with a negative quantity. An asterisk is displayed next to each article to indicate the extra description.

     

     This refund option also allows additional basket modifications (2): change the quantity, remove and add new articles, and give discounts.

   • Total refund without modifications

     

     

     If configured, enter the mandatory extra description (4) and confirm. This description is applied automatically to each sales line.

     Only the selected articles and quantities from the original sale are added to the basket with a negative quantity. An asterisk is displayed next to each article to indicate the extra description (1).

     

     This refund option does not allow any further modifications (2).

   Note

   To activate the mandatory description pop-up, go to Sales admin > Settings > Points of sale > open point of sale detail > tab General > activate setting: Description mandatory in case of a negative sale.

3. Process the payment further the same way as a regular sale.

   To cancel an ongoing refund flow, click the Delete all items button.

In Backoffice, the refund can easily be traced in Sales history (Sales admin > Visualisations > Sales).

In the sale detail on the tab Invoice data: The option This sales has been credited is checked and read-only (1) and the function Credit is disabled (2).

In the sale detail on the tab Various: The information about the original sale is provided in the field Remarks.

In order to call up an overview of the visitors of the current day (today), you have to click on in the window POS: extra functions.

Note

If you have defined in the POS module that visitor numbers have to be visualised on the POS screen, you can also call up the overview of visitors by clicking on the button that shows the current number of visitors.

The window POS: visitors overview will appear.

If required, the data in the window POS: visitors overview can be called up for another day by selecting the desired date at the top of the window. The data can also be printed by clicking on .

In order to open the cash drawer at any time and independent of a POS sale, you have to click on in the window POS: extra functions. (licence Integration with POS cash drawer required)

In order to find the card(s) of a customer without the card being offered/scanned, you have to click on in the window POS: extra functions. (module Membership required)

The window POS: find customer card will appear.

This window allows you to search for a customer card in three different ways:

Irrespective of the method used, the window POS: membership info will immediately appear once you have confirmed by clicking on OK (and if the card is known by the system, for example:

See also chapter Membership.

If cards are printed by the infrastructure itself, these can not only be printed during the purchase of an article, but if required also before/afterwards using the function below.

In order to print a card for a certain customer, you first have to select the desired customer in the selection screen.

Click on afterwards and choose for in the window POS: extra functions. (module Integration with card printer required)

If a picture/image has already been linked to the selected customer, the customer card is printed on the appropriate printer. If, however, no picture/image has been linked yet to the selected customer and dependent on a parameter, the following question may appear and, if required, allow you to print the customer card anyway.

See also chapter Membership.

This function allows you to call up articles, bookings and/or services that have been ordered as part of a file (module Files) in the cash register to settle them (completely or partially).

See chapter Files.

If you want to check if a customer is on the black list or not, you can click on  in the window POS: extra functions. (module Integration with SAGEM USB fingerprint required)

The window Biometric registration will be opened and the customer can place his/her finger(s) on the scanner.

If the fingerprint can be clearly registered and if the customer is not on the black list, the following message will appear.

If the customer is, however, on the black list, the message below will appear.

Next, you will be able to check another customer or to stop.

In order to find a customer card on the basis of a fingerprint, you have to click onin the window POS: extra functions. (modules Membership and Integration with SAGEM USB fingerprint required)

The window Biometric registration will appear.

If the fingerprints have been scanned, the window POS: membership info will appear.

If a certain article can not immediately be found in one of the POS menus of the selection screen or if scanning the article's bar code gives no result, it is still possible to search for the article manually by clicking on in the window POS: extra functions.

The window Articles will appear.

This window allows you to search for and select the desired article after which the article will be added to the list of chosen articles in the selection screen.

If you want to check if and where an article is still in stock, you can find the desired article, article group or warehouse by clicking on in the window POS: extra functions. (module Stock required)

The window Overview current stock will appear.

In this window you can search for the desired warehouse, article group and/or article so that you can see the current stock.

In order to temporary log in as another cashier (for example a responsible), you have to click onin the window POS: extra functions.

The window POS: select employee will appear.

This window allows you to select the desired cashier which will temporarily give you the rights of this cashier. If you work with the authorisation of another cashier, this is visible on the left of the POS window.

In order to call up the advantages of a loyalty card, you have to click onin the window POS: extra functions. (module Rotterdampas required)

The window Scan loyalty card will appear.

In this window you have to scan the loyalty card of which you want to consult the possible advantages.

See also Rotterdampasmanual 'ROTTERDAMPAS'.

This function allows to call up the general exhibitions calendar, mainly in function of registering visits for exhibitions that can not be found on one of the buttons on the POS screen.

See chapter Exhibitions > Select exhibition.

This function allows to call up exhibition visits in the cash register that have been registered in the Exhibitions module in order to settle them (completely or partially).

See chapter Exhibitions > Find exhibition visit (extra POS function).

If you want to add a remark to the current sale, you have to click on in the window POS: extra functions.

The window Modify sales description will appear.

In order to register sales at purchase price, you have to click on in the window POS: extra functions.

If no specific sales customer has been selected yet, the system will ask you to do so in function of the sale at purchase price by means of the following message:

After the selection of the sales customer, you will temporarily be able to sell at purchase price. If you are selling at purchase price, this is visualised by means of a specific, flashing symbol next to the sales customer:

This function allows to call up registered letting orders in the cash register, mainly with the intention to register returns.

See paragraph Letting > Find letting orders (extra POS function.

If you work with a system according to which the customer has to pay extra if he has exceeded the allowed time when he leaves the infrastructure, you can charge this extra time by clicking on in the window POS: extra functions.

The window Settlement access per minute will appear.

After scanning the customer's card (or entering the card number, followed by Check), you will either see next to Remaining minutes that the customer still has time left or next to Minutes to be paid that the customer has exceeded the allowed time and in the last case the amount that will be charged for the extra time.

In order to settle the extra time, you have to click on , after which the amount to be paid will be added to the list of chosen articles in the selection screen.

After a payment (or booking) the sales customer is normally changed again into the default POS customer. It is, however, possible that another sale/booking immediately has to be registered on the same (non-default) customer, for example if this customer wants to make a new order/booking after the settlement of the previous sale. In such cases, the function Previous customer allows you to quickly re-select this customer in the POS, without having to search for the customer again.

If the cashier is for example not able to immediately find the required event on the POS menu, the function Find ticketing event offers a quick alternative to search for an event.

See chapter Ticketing > Selection event.

This function allows to synchronise articles that have been scanned with the specific OfflineBarcodeScanner application (for Motorola MT2070/2090 scanners) with the POS, after which the scanned articles can be chosen in the POS screen.

Procedure:

Afterwards, the import processing of the scanned bar codes will appear:

After correctly importing the bar codes, the required articles are added to the POS screen:

Note

If the message No information was found on the appliance appears, this means that either nothing has been scanned yet, either the bar codes have not been saved in the scanner yet (manual action).

Go to POS > Cash register sales > Extra functions > Get digital wallet info

This extra function allows cashiers to look up digital wallets and handle various digital wallet transactions.

In some situations, it is useful to have the cash register close down automatically for security reasons. You can configure a timer that will start to count down when no action is detected on the cash register screen. When the timer runs out, the cash register is locked.

For more information on how to configure the auto-close basket timer, see Close cash register automatically after x seconds.